Special Topics - CLINIC HQ - Version 1

1. Start Here
- 1.1. Technology
- 1.2. HQ Uses Google Chrome
- 1.3. Logging In
- 1.4. Quick Search
- 1.5. The Dashboard
- 1.6. Getting Help
2. The HQ Flow
3. The Calendars
- 3.1. Spay/Neuter Calendar
- 3.2. Wellness Calendar
  - 3.2.1. Managing the Wellness Calendar
- 3.3. Mobile Locations
- 3.4. Troubleshooting
4. Scheduling Concepts
- 4.1. Correctly Scheduling Appts
- 4.2. Public, Volume, TNR
- 4.3. Owner vs. Client
- 4.4. SN, Wellness, Rechecks
- 4.5. Internal vs. External
- 4.6. Anesthetic vs. Non-Anesthetic
- 4.7. Priority Scheduling
- 4.8. Mobile Clinic Scheduling
- 4.9. Spay/Neuter Appointments by Time
- 4.10. Things to Know About Walk Ins
- 4.11. Multi-Clinic Considerations
- 4.12. Overbooking
- 4.13. Scheduler Log
- 4.14. Already Sterilized Status
- 4.15. Quick Search Action Menu
- 4.16. Feral Cats – Scheduling & Services
- 4.17. Address Requirements & Special Circumstances
- 4.18. Secondary Owners
- 4.19. Medication Pickups and Refills
5. Making Spay/Neuter Appts
- 5.1. Public Spay/Neuter Appointments
  - 5.1.1. S/N From the Calendar
  - 5.1.2. S/N Online (E-Appointments)
    - 5.1.2.1. Priority Appointments
- 5.2. Volume Spay/Neuter Appointments
6. Making Wellness Appointments
- 6.1. Wellness Appts From the Calendar
- 6.2. Wellness Appts Online (E-Appointments)
- 6.3. Vaccine Clinic Scheduling Strategies
  - 6.3.1. Schedule Vaccine Appointment (Internally)
  - 6.3.2. Schedule Vaccine Appointment (Externally)
7. Making Recheck Appointments
- 7.1. Recheck overview
  - 7.1.1. Scheduling Recheck Appointments
8. Changing Appointments
- 8.1. Canceling Appointments
- 8.2. Rescheduling Appointments
- 8.3. No-Showing Appointments
  - 8.3.1. Volume Client No-Shows
- 8.4. Converting Public to Volume Clients & Vice Versa
9. Understanding Various Paperwork (Templates)
- 9.1. Consent Forms
- 9.2. Drug Baggie Insert
- 9.3. Treatment Sheets
- 9.4. Cage Cards
- 9.5. Take Home Paperwork
- 9.6. The Medical Record
- 9.7. High Risk Waivers
  - 9.7.1. Verbal High-Risk Waivers
  - 9.7.2. Email High-Risk Waivers
- 9.8. The Rabies Certificate
- 9.9. The Spay/Neuter Certificate
- 9.10. The Roster
- 9.11. Print/Email Paperwork
- 9.12. How to create templates
10. What To Do Before Your Day
- 10.1. Review Consent Forms For Health Issues
- 10.2. Send Pre-Payment Link
- 10.3. Make a Patient Packet
- 10.4. Print Some Blanks
- 10.5. Approve e-Appointments
11. What To Do During Your Day
- 11.1. Step 1: Start Your Drug Log (Daily Task)
- 11.2. Step 2: Check In (Daily Task)
- 11.3. Step 3: Exam & Pre-Med (Daily Task)
- 11.4. Step 4A: Surgical Flow (Daily Task)
- 11.5. Step 4B: Wellness Flow (Daily Task)
  - 11.5.1. Non-Anesthetic (Wellness) Flow
    - 11.5.1.1. Changing from Non-Anesthetic to Anesthetic
- 11.6. Step 5: Check Out (Daily Task)
- 11.7. Step 6: Closing the Drug Log (Daily Task)
12. What To Do At The End of Your Day
- 12.1. Making Sure All Clients Have Paid By The End of Day
- 12.2. Creating Invoices for Volume Clients
- 12.3. Reconciling Your Drawer
- 12.4. Getting a Bank Deposit Ready
- 12.5. Approving e-Appointments
13. How to Discount Things (Subsidies)
- 13.1. Deducting From a Pot of Funds
- 13.2. Deducting When You’ll Invoice
- 13.3. Employee Discounts
- 13.4. Troubleshooting Subsidies
14. Templates
- 14.1. Merge Fields Master List
- 14.2. HQ’s Surgical Consent Form Template
- 14.3. HQ’s Wellness & Vaccine Consent Template
- 14.4. HQ’s Visit Summary & Post Op Template
- 14.5. HQ’s Vaccine Clinic Visit Summary Template
- 14.6. HQ’s Surgical High Risk Waiver Template
- 14.7. Miscellaneous Templates
- 14.8. Adding Custom Fields to a Template
- 14.9. Service Estimates
- 14.10. Template Troubleshooting
15. Volume Client Portal
- 15.1. Setting Up the VCP
  - 15.1.1. VCP Setup – New Account
  - 15.1.2. VCP Setup – Connect Account for Multi-Clinic
- 15.2. Features of the VCP
- 15.3. VCP Login Help
- 15.4. Managing VCP Users
16. Integrations
- 16.1. Idexx Tests
- 16.2. Microchips
- 16.3. Shelterluv
17. Client Management
- 17.1. Understanding Client Types
- 17.2. Merging Clients or Animals
  - 17.2.1. Merging Clients
  - 17.2.2. Merging Animals
- 17.3. Changing Owners
- 17.4. Setting Up Volume Clients
- 17.5. Volume Client Owners
  - 17.5.1. Communicating with Volume Client Owners
- 17.6. Client Tags
  - 17.6.1. Animal Caution
    - 17.6.1.1. Animal Behavior Tags
- 17.7. Vaulting a Card
- 17.8. Uploading Documents to a Client File
- 17.9. Communication Logs
18. Communications
- 18.1. Appointment Confirmations
- 18.2. Appointment Reminders
- 18.3. Customizing Confirmations and Reminders
  - 18.3.1. Turning On/Off Reminders
- 18.4. Aftercare
  - 18.4.1. Take Home Paperwork
  - 18.4.2. The Healing Email
- 18.5. The Medical Record
  - 18.5.1. Providing Copies of Medical Records
  - 18.5.2. Rabies Certificates
- 18.6. Item Reminders
  - 18.6.1. Vaccine Reminders
- 18.7. Texting
- 18.8. HQ Chat
- 18.9. Other Common Communication Situations
  - 18.9.1. Sending Announcements to Clients
19. Accounting
- 19.1. Accounting Public
- 19.2. Accounting Volume
- 19.3. Item Sales
- 19.4. Subsidies
  - 19.4.1. Troubleshooting Subsidies
- 19.5. Deposits
- 19.6. Credit Cards
- 19.7. Client Credits
- 19.8. Write-Offs
- 19.9. Donations
- 19.10. Refunds
  - 19.10.1. Never Process Transactions in MX Merchant First!
- 19.11. Accounting Tools
- 19.12. Reconciliation
- 19.13. Financial Reports
- 19.14. Deleted Payment Log
- 19.15. Taxable Sales
  - 19.15.1. Handling Tax for Subsidized Services
- 19.16. Tax Setup & Exempts
- 19.17. E-Pay & Card Vaulting
  - 19.17.1. Card Vaulting
  - 19.17.2. Troubleshooting E-Pay
- 19.18. No Prices on Paperwork
20. Reports
- 20.1. Patient Metrics-Summary
- 20.2. Patient Metrics- Details
- 20.3. Patient Metrics- Master Report
- 20.4. Patient Metrics- Microchip Export
- 20.5. Service Metrics
- 20.6. Item Prep
- 20.7. Volume Client Metrics
- 20.8. Geographic Metrics
- 20.9. Executive Director Metrics
- 20.10. Partnership Metrics
- 20.11. No Shows
- 20.12. Drug Log
- 20.13. Donations Metrics
- 20.14. Death
- 20.15. Rabies Export
- 20.16. Recheck
- 20.17. Subsidies Summary
  - 20.17.1. Subsidies History
- 20.18. Appointment Scheduling Report
- 20.19. Priority Appointment Metrics
- 20.20. Custom Reports
  - 20.20.1. Cool Custom Reports
- 20.21. Tracking Colonies
- 20.22. Special Reports
  - 20.22.1. PetSmart Charities Report
21. Change / Audit Logs
22. HQ Administration
- 22.1. Data Migration
  - 22.1.1. Checklist for Migrating Data
- 22.2. Subscription
  - 22.2.1. Paying for HQ
  - 22.2.2. Add-on’s
- 22.3. Multi-Clinic (More Than One Profile)
- 22.4. Canceling HQ
- 22.5. Terms of Service
- 22.6. Privacy Policy
- 22.7. Security
23. HQ Settings
- 23.1. Clinic Profile
  - 23.1.1. Breeds
- 23.2. Users
  - 23.2.1. User Role Permissions
  - 23.2.2. Don’t Use Generic Logins
  - 23.2.3. User Login Troubleshooting
- 23.3. Vets
- 23.4. Services & Products
  - 23.4.1. Updating Prices
  - 23.4.2. Items We Cannot Add
  - 23.4.3. Weight-Based Pricing
- 23.5. Packages
- 23.6. Custom Fields
  - 23.6.1. Converting Custom Fields to Medical Notes
- 23.7. Clinic Tags
- 23.8. Vaccine Setup
  - 23.8.1. Non-Rabies Vaccines
- 23.9. Integrations Setup
  - 23.9.1. Idexx Setup
    - 23.9.1.1. Idexx Troubleshooting
  - 23.9.2. Shelterluv Add On Setup
    - 23.9.2.1. Shelterluv Add On Cancelation
- 23.10. Divvy Setup
- 23.11. Patient Flow Setup
  - 23.11.1. Drug Chart / Protocol Setup
  - 23.11.2. Setup and Manage Controlled Substances
  - 23.11.3. Automation Setup for Patient Flow
  - 23.11.4. Enabling Patient Flow
- 23.12. Medical Notes Setup
  - 23.12.1. Auto Included in Setup
- 23.13. High Risk Waiver Setup
- 23.14. Prescription Labels
  - 23.14.1. Dymo Set Up
    - 23.14.1.1. Dymo Troubleshooting
- 23.15. Microchip Preferences
- 23.16. Capacity Management
- 23.17. Wellness Settings
  - 23.17.1. Appointment Types
  - 23.17.2. Rooms
  - 23.17.3. Anesthetic or Mixed Service Wellness Considerations
  - 23.17.4. PetSmart Charities Report – Settings
- 23.18. Templates Settings
- 23.19. E-Appointments
  - 23.19.1. Priority Scheduling Setup
  - 23.19.2. Adding E-appointments to Your Website
- 23.20. E-Payments
  - 23.20.1. Customizing E-Payment Email
  - 23.20.2. Credit Card Machine Setup
- 23.21. Mobile Location Settings
- 23.22. Confirmations and Reminders
- 23.23. Medical Records Request
- 23.24. Email Attachments
- 23.25. Call & Text Add On
  - 23.25.1. Estimating Texting Costs
- 23.26. e-Lobby
- 23.27. Invoices
- 23.28. Donations
  - 23.28.1. Recurring Donations
- 23.29. Funding Partnerships
- 23.30. Subsidy Settings
  - 23.30.1. Employee Discounts
  - 23.30.2. Two Subsidies / One Item
  - 23.30.3. Sliding Scale Discounts
  - 23.30.4. Tax for Subsidized Services
- 23.31. Grantors
- 23.32. VC Custom Pricing
- 23.33. Tax Info
- 23.34. QuickBooks
- 23.35. Chat Settings
- 23.36. OneLink E-Appointments (Multi-Clinic Only)
- 23.37. VCP Settings
- 23.38. Inventory
24. Standard Operating Procedures (SOPs)
- 24.1. Awesome Vaccine Clinics
25. HQ Related
- 25.1. All About HQ
26. HQ Help & Training
- 26.1. Community Support
- 26.2. Quizzes

Download as PDF

23.38. Inventory

24.1. Awesome Vaccine Clinics

23.38. Inventory

24.1. Awesome Vaccine Clinics